Basics of Parliamentary Procedure

1. Basics of Parliamentary Procedure

2. Origins of Parli-Pro • In the 16th century disputes between the King of England and parliament developed • This led to the development of parliamentary law • First formal publication was written between 1562 and 1566 by Sir Thomas Smyth. • Today we have Robert’s Rules of Order

3. Basic Rules • One subject at a time • Each side must be given the opportunity to voice their opinion • Rights of the minority • Voting must include both a positive and a negative • Must have a quorum of members to conduct business

4. Other Important Info • Quorum- What is it? • Minimum number of members that must be present at a meeting for legal business to be transacted • 1/2 of members in a club plus 1 • Majority- What makes a majority? • 1/2 of members present at any meeting plus 1 • Presiding Officer referred to as: • Mr./Madam President • Mr./Madam Chairperson

5. Use of the Gavel • One Tap – To sit down and follows the announcement of a vote • Two Taps - Calls meeting to order • Three taps – means to stand • Series to taps – used to restore order

6. Methods of Voting • Voice Vote - Yea or Ney • Rising Vote • Raise of Hands • Standing to be counted • Secret Ballot • Roll Call

7. Agendas • Agendas are an established order of business that should be followed at every chapter meeting. • The chapter secretary is responsible for preparing an agenda for meetings.

8. Opening ceremonies Minutes of previous meeting read or presented in writing Officer reports Special features (guest speakers) Unfinished business Committee reports Standing Special New Business Degree & Installation ceremonies ( only one time per year) Closing ceremonies Recreation, refreshments, entertainment, etc Order of Business

9. Committees • Two most frequently used committees are: • 1. Standing committees – committees found in the Program of Activities • 2. Special Committees – those appointed by the President or contained in a motion presented by a member.

10. Nominations • Nominations may be made by: • committee • From the floor by a member • Nominations may be closed by : • A two-thirds vote-requires a second and not debatable. • General consent

11. Member rises, receives recognition from President and says, “Mr. President, I nominate….” No second required President announces name of member nominated and asks for other nominations Secretary keeps list of nominees When nominations are complete, President calls for a vote Results of election announced. Five steps in making Nominations

12. Elections • Candidates are voted on in the order they were nominated • It is not enough to receive the most votes, an individual must receive a majority of all votes cast. • If three candidates are running for an office and not one receive a majority of the votes, the one that received the least amount of votes would be dropped and a runoff would exist between the remaining two.

13. Role of the President or Chairman • To Preside over the meeting. • Avoids expressing opinion of pending question • A President/chairman does not vote unless to: • Break a tie (tie votes automatically fail unless the President wants to break the tie by voting. • Create a tie, making a motion fail • Can vote during a secret ballot

14. Have self confidence Have knowledge of Parliamentary Procedure Always be democratic Gave a well developed voice Be able to think quickly Have a good memory Be skillful in leading people Have neat appearance Qualities of a Good Chair

15. What if a President wishes to voice an opinion during a meeting? • He can announce,”Will the Vice-President assume the duties of the chair?” • When business is concluded that the President wanted to conduct, the V-P at first opportunity should say, “Will the President please resume the duties of the chair.”

16. Knowledge of your organization Display orderly conduct Participation in the meetings Ability to think quickly Know parli pro Attend meetings Leave out personalities to conduct business Be able to accept group decisions Cooperate as a team member Qualities of Good members

17. Handling Main Motions • Member addresses the Chair (Mr/Madam chairman/chairperson • Member is recognized • Member presents a motion“I move that…” • Motion must be seconded by another member (** Motion dies without a second) • The chairman makes the motion pending by restating the question • Motion is debatable • Chairman takes vote on the motion • Chairman announces results of vote

18. Withdrawing a Motion • A motion can be withdrawn if the member who seconded the motion consents to the withdrawal of the motion. • The motion is cleared from the minutes as if it never happened. • A motion can not be withdrawn after voting has started.

19. General Consent • The transaction of business is sometimes expedited by the President requesting approval by “general consent”. • Only works if there are not objections • Avoids formality of motions, voting on routine business and questions of little importance.

20. Adjourn • End of a meeting • “I move to adjourn”

21. Recess • Call an intermission • “I move we recess until….”

22. Lay on the Table • Suspend further consideration of an issue • “I move we table the motion….”

23. Previous Question • Motion used to bring the assembly to an immediate vote on one or more pending questions • Requires a second • Not Debatable or Amendable • 2/3 Vote • Terminates Discussion

24. Calling for Question • This is a method that allows members to know you are finished with discussion without going through the formality of a motion. • Procedure: You can simply say, “question”, without being recognized and without stopping discussion. • It informs the group of your position.

25. Limit Debate • Gives a time limit or topic limit of debate • “I move the debate be limited to….”

26. Refer to Committee • Used to send a pending motion to a small group for further study • Requires a second • Amendable • Debatable • Majority Vote

27. Amendments • 5 Ways: • By striking out • By inserting • By adding to • By striking out and inserting • By dividing motion into two or more motions, so as to get a separate vote on any part The purpose of an amendment is to change the intent or purpose of the original motion

28. Amendments (continued) Members may do the following with the motion and amendment: • Accept both the amendment and original motion • Reject the amendment and accept original motion • Reject both amendment and original motion

29. Postpone Indefinitely • Kills the main motion • “I move to postpone indefinitely”

30. Rise to a Point of Order • Seeks to avoid the breaking of any parliamentary rule and to insist on enforcement of rules • Member does not have to be recognized. • The President listens to member and decides if point is sustained or not sustained. • If decision is unacceptable, member can appeal from the decision of the chair.

31. Parliamentary Inquiry • Obtain advise on parliamentary procedure • “I raise a parliamentary inquiry”

32. Point of Information • Requests information from the maker of a motion • Must be in the form of a question • “Point of information…”

33. Division of the House • A member may call for a division of the house when he/she disagrees with the vote as announced by the President • Does not require a second • Must be called for immediately after the voice vote • A rising vote is then required.

34. Suspend the Rules • Temporarily stop a specific rule • “I move to suspend the rules so that….”

35. Motion to Reconsider • Purpose: to secure another vote by allowing further consideration of a question(item of business) • 2nd required • Debatable • Majority vote

36. Quiz (7 Points) • Name the motion one would make to stop debate and proceed to a vote • Name the motion one would make to ask advise on parliamentary procedure • Name the motion one would make to kill a main motion • If an organization has 50 members, how many would have to be present for a quorum? • If I voted against a motion that ended up passing, can I move to reconsider the vote? • A Point of Information must be in the form of a _______________. • Name of the motion one would give for a short intermission.

37. Parli-Pro In Everyday Life